Event & Group Sales Assistant

Murrieta Hot Springs Resort; Key West (FL); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Key West La Concha, Autograph Collection in historic downtown Key West seeks a detail-oriented Sales Administrative Coordinator to support the group and event sales teams. The role includes handling inquiries, maintaining client records, coordinating room blocks, and ensuring timely documentation across hotel systems to support successful events.

This in-office position requires strong communication and organizational skills, managing deadlines with accuracy and supporting the Director of Sales

Responsibilities

• Answer incoming group and event inquiry calls and emails using the qualification sheet to gather client details.
• Provide completed qualification information to the Director of Sales & Marketing for follow-up.
• Refer requests for rates, pricing, proposals, availability, or contract terms to the Director of Sales & Marketing; no independent quotes.
• Enter, maintain, and update group, event, and client information in hotel systems.
• Maintain accuracy when entering, updating, and reviewing information in systems.
• Review information for completeness and communicate discrepancies promptly.
• Keep group files and supporting documentation organized and up-to-date.
• Track important dates, deadlines, outstanding documents, and required information.
• Flag missing information or approaching deadlines for the Director of Sales & Marketing.
• Pull, review, organize, and distribute sales, group, and operational reports as requested.
• Ensure data in systems is timely, complete, accurate, and consistent with documents.
• Become proficient in all systems and programs to support the Sales department.
• Coordinate with Group Housing, Reservations, Banquets, Front Desk and other departments as needed.
• Assist with booking links, rooming lists, reservations updates, and client requests.
• Communicate group and event updates to appropriate departments in a timely manner.
• Assist with gathering menus, guarantees, vendor information, timelines, and event details.
• Assist with site visits, meetings, and event logistics as required.
• Help ensure departments have necessary information for upcoming groups and events.
• Respond to routine administrative questions from clients and internal teams.
• Follow up on outstanding documents, rooming lists, guarantees, and forms.
• Prepare and organize routine correspondence, reports, and sales documentation.
• Maintain awareness of tasks and deadlines and provide timely updates to the Director of Sales & Marketing.
• Take ownership of tasks and follow through without repeated reminders.
• Communicate promptly when additional information or assistance is needed.
• Perform other sales administrative duties as assigned.

Job description

Key West La Concha, Autograph Collection in historic downtown Key West seeks a detail-oriented Sales Administrative Coordinator to support the group and event sales teams. The role includes handling inquiries, maintaining client records, coordinating room blocks, and ensuring timely documentation across hotel systems to support successful events.

This in-office position requires strong communication and organizational skills, managing deadlines with accuracy and supporting the Director of Sales